Office Coordinator

Administrative Chicago, Illinois

Position at Aparium Hotel Group

Aparium Hotel Group and Agman Partners is looking an Office Coordinator for our Chicago based corporate office in the West Loop.  The Office Coordinator is responsible for the general office and clerical duties.  Customer service is a priority as this position typically is the first point of contact for visitors and guests in an office setting.  

Job Requirements:

  • Excellent interpersonal and communication skills; phone skills, customer service oriented, proactive and a team player
  • Manage the office to ensure effective telephone and mail communications both internally and externally to maintain professional image.
  • Manage and coordinate overall administrative activities for Aparium Hotel Group and Agman Partners
  • Supervise and maintain office areas and equipment and housekeeping of the office
  • Negotiates the purchase of office supplies, kitchen supplies in accordance with the company policies and budgetary restrictions
  • Manage the office equipment including copier, fax machine, UPS, FedEx, mail, collateral
  • Participates as needed in special projects
  • Organizing and maintaining records
  • Planning and scheduling meetings and appointments
  • Manage travel and guest arrangements
  • Handles confidential situations in a professional manner
  • Understands guest service needs and exceeds their expectations
  • Handles all guest interactions with the highest level of hospitality and professionalism
  • Processes packages, faxes, messages and mail which may be either outgoing or incoming in an accurate and timely manner.
  • Welcomes all guests and assists patrons into the office, provide information and help with any special arrangements
  • Monitor Entities and Annual Reports
  • Highly organized and has the ability to plan multiple activities and meet deadlines with the ability to maintain a positive and professional demeanor at all times
  • Fluency in English both verbally and non-verbally
  • Maintain complete knowledge of and comply with all departmental policies/service procedures/fundamentals
  • Assists with other office responsibilities and duties as assigned

 Additional Requirements:

  • Willing to work a flexible schedule in order to accomplish all required tasks
  • Work with integrity, confidentiality and discretion
  • Work in a safe, prudent and highly organized manor
  • Superior oral, written and computer skills
  • Guide and monitor business ethics and good business practice
  • Conduct self in a most professional manner at all times to reflect the hotel standards
  • Highly organized and has the ability to plan multiple activities and meet deadlines with the ability to maintain a positive and professional demeanor at all times
  • Available to cross train as directed

 Teamwork:

  • Maintain a good working relationship with other associates by promoting teamwork and fostering a harmonious working climate
  • Partake in a positive work ethic and surrounding environment

 Standards:

  • Able to work alone without direct supervision
  • Demonstrate high degree of drive and determination
  • Constantly recommend service and product improvement to better the operation
  • Keep the work area clean and tidy at all times
  • Attend all required meetings
  • Assist with responsibilities and duties in other departments and as assigned by management
  • Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the company

 Educational Requirements:

  • 4 year college degree preferred
  • A minimum of 3 years customer service management experience
  • Must be proficient in Word, Excel and other applicable computer systems

 Work Environment:

  • Standard office setting

Aparium Hospitality Services, LLC does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws. Aparium Hotel Group is a smoke-free, drug-free facility, and equal opportunity employer.